This job creates the Commonwealth Scholarship file ('CS' file). This file contains, for each half year, records of all students who had a Commonwealth Scholarship where the scholarship status is Active or Deferred , or where the scholarship has a Terminated Date within the reporting period as defined by the parameters.

The process stores the records in the GOVT_SCHOLARSHIP_SNAPSHOT table and then writes them out to the Commonwealth Scholarship file. Any errors or warnings are reported in the System Log Entry table (s_log_entry) along with a message number which corresponds to the reason for the error.

The job reports on students with a Person Scholarship (in SCHF1200 - .  Student Scholarship (recorded in RESF3500 - are also reported but only where these are not reported as Person Scholarships. Note: Scholarship 'Versions' are recorded in SCHF1200 and Scholarship 'Types' are recorded in RESF3500.

For the first submission each half year the process is fairly straightforward. Records are selected from Person Scholarships and their Management Period Activity (in SCHF1200) and, if not present there, the student Scholarships and their Status Activity (in RESF3500). Checks are made to ensure the student is reportable and extra details are gathered to create records in the govt_scholarship_snapshot table. All records that are created in the govt_scholarship_snapshot will have the government_reportable_ind set to 'Y'. When the file is being created the records will be selected from govt_scholarship_snapshot for the current submission where the government_reportable_ind = 'Y'.

For the second and subsequent submissions the logic differs. The record selection is the same. The same selection criteria as for the first submission are used to find all the appropriate records and get the extra details. The records are inserted into govt_scholarship_snapshot however the government_reportable_ind will be set to 'N' for all records as a default. The process then compares the content of this snapshot with the content from the previous most recently completed snapshot. Inserts, deletes and updates are found, the scholarship variation code is set appropriately and the government_reportable_ind will be changed from 'N' to 'Y' for these records.
This ensures only records that have changed from the previous snapshot are reported and that each snapshot contains the full set of correct records at that point in time.
Hence for each new snapshot the differences can be found by just comparing the current snapshot to the previous snapshot.

The process stores the records in the GOVT_SCHOLARSHIP_SNAPSHOT table and then writes them out to the Commonwealth Scholarship (CS) file. Any errors or warnings are reported in the System Log Entry table (s_log_entry) along with a message number which corresponds to the reason for the error.

For insights into statistics see Understanding HE Statistics (STAINTR3).

The Create Commonwealth Learning Scholarship File contains:

Tab

Parameters

• Submission Year
• System Submission Type
• Submission Number
• Start Date (view only)
• End Date (view only)

Rules/Notes:

Submission Year, Submission Type and Submission Number are mandatory.

If the System Submission Type = SCHLSHP, scholarships with a Commonwealth Scholarship Type of 1, 2, 3, 4, 5, 6, 8, 9, A and B will be included in the file.

If the System Submission Type = SCHCASIP then only scholarships with a Commonwealth Scholarship Type = 7 will be included in the file.

The Submission Year and Submission Number must exist as a Government Submission Control record (see STAF1350) with a System Submission Type of SCHLSHP or SCHCASIP.

If one or more completed snapshots exist for a System Submission Type of SCHLSHP or SCHCASIP, any subsequent snapshots with the same start date, end date and submission year will only include the revisions to the completed snapshot(s).

The value of the Commonwealth Scholarship Status Code (Element 526) recorded for a student's scholarship will be validated against their enrolment details for the scholarship period. Any validation rules breached for this element will be written to the error log.

Breaches of the validation rules for this element will not prevent records from being written to the Commonwealth Scholarships file. Validation errors will be handled as warnings and job processing will continue as normal.

Validations include:

• If the Government Scholarship Status is 1 or 2, the Termination Reason Code must be 0. (Error message 11487.)
• If the Government Scholarship Status is 3, the Termination Reason Code must be 1, 2, 3, or 4. (Error message 11480.)
• Reported students must have a CHESSN with a status of ACTIVE or Provisional (with a HEIMS Validated Date). (Error message 11415.)
• Commonwealth Scholarship Type must be 1, 2, 3, 4, 5, 6, 8, 9, A or B when the Government Scholarship Status is 1, 2 or 3. (Error message 13906.)
• Commonwealth Scholarship Type must be 7 when the Government Scholarship Status is 4, 5 or 6. (Error message 13907.)
• If a student is in receipt of a Commonwealth Scholarship but does not have any reportable units (in the current GOVT_STUDENT_LOAD_LIABILITY file) with census dates within the scholarship reporting period, a warning is generated. (Warning message 13908.)
• If a student is in receipt of a CAS - Indigenous Payment Scholarship and has a Commonwealth Scholarship Status of 4 but the first unit of study census date has passed, then a warning is generated. (Warning message 13909.)
• If a student is in receipt of a CAS - Indigenous Payment Scholarship and has a Commonwealth Scholarship Status of 5 or 6 but the first unit of study census date has not passed, then a warning is generated. (Warning message 13910.)

Government Scholarship Status is derived from the Person Scholarship Status and by checking this against current or previous management period statuses relevant to the submission.

Creating a Commonwealth Scholarship file:

The process will extract records from the GOVT_SCHOLARSHIP_SNAPSHOT table and other Callista tables to create the Commonwealth Scholarship file. The file is created to Government specifications - see below.

Errors will be logged to the S_LOG_ENTRY table, enabling users to query the results. A System Log Type, 'CL_SCHLSHP' is used to record the detail.

Once created, the file will be stored in the 'KEEP' directory as defined in the S_JOB_CONTROL table.

File name:

The file name is HHHHXXYYYY.NNNNN where:

• HHHH = Higher Education Provider code - (Institution code)
• XX = File type abbreviation code - (not case sensitive), i.e. SS (not 'CS')
• YYYY = Reporting year - (must be >=2011)
• NNNNN = Submission Number - (00001 – 99999)

For example, 1234SS2011.00001

Notes:
The Submission Number used in the file name is the Submission Number defined in STAF1350 – Government Snapshot Control.
Although the file type code is 'CS', the file type code abbreviation used in the filename is 'SS'.

The file must be sorted in ascending order of CHESSN.

Rules/Notes:

Government Scholarship Type values applicable to the process are:

• 1 - Commonwealth Education Costs Scholarship (Ordinary- CECS)
• 2 - Commonwealth Accommodation Scholarship (Ordinary - CAS)
• 3 - Commonwealth Education Cost Scholarship for Associate Degree
  (CECS - Associate Degree)
• 4 - Commonwealth Accommodation Scholarship for Associate Degree
  (CAS - Associate Degree)
• 5 - Commonwealth Education Cost Scholarship for Indigenous students (CECS - Indigenous Enabling)
• 6 - Commonwealth Accommodation Scholarship for Indigenous students (CAS - Indigenous Enabling)
• 7 - Commonwealth Accommodation Scholarship once-only payment for Indigenous students (CAS - Indigenous Payment)
• 8 - National Priority Scholarship (CECS-Priority Discipline)
• 9 - National Accommodation Scholarship (CAS-Specialist)
• A - Indigenous Commonwealth Education Costs Scholarship (Indigenous - CECS)
• B - Indigenous Commonwealth Accommodation Scholarship (Indigenous - CAS)
  

Government Scholarship Status values are:

• 1 - Student has an Active Commonwealth Scholarship
• 2 - Student has a Deferred Commonwealth Scholarship
• 3 - Student has a Terminated Commonwealth Scholarship
• 4 - Student has Accepted a CAS Indigenous payment Scholarship
• 5 - Student has Confirmed their receipt of a full CAS- Indigenous Payment Scholarship by being present at the Unit of Study Census Date for a course
• 6 - Student has Failed to confirm their receipt of a full CAS- Indigenous Payment Scholarship by failing to be present at the Unit of Study Census Date for a course.
  

Government CLS Termination Reason Code values are:

• 0 - Scholarship active
• 1 - Course complete/Bachelor or higher level Award completed
• 2 - Full Scholarship period consumed
• 3 - Unsatisfactory Academic progress
• 4 - No longer eligible

Scholarship Variation Code values are:

• 0 - Original record (no revision)
• 1 - Modify record
• 2 - Delete record